The last thing you need during a business trip? To find yourself stranded at the airport. Here’s what to do and how to get back on the road faster.

You’ve carefully prepped, prepared and planned for your upcoming business trip. You’ve followed all your company’s travel policies to a T. You show up at the airport well in advance of your first flight. You make it to your connecting flight. Then, disaster strikes.

Bad weather has rolled into town, and now you’re stranded at the airport. What’s a weary business Traveler to do?

Here are a few steps you can take to get on the road faster. Or, if you can’t, at least remain productive while you’re stranded.

4 Steps to Take When You’re Stranded at the Airport

1. Let your team know.

First things first, if your organization works with a Travel Management Company (TMC), you may have a trip disruption assistance contact for just these occasions. Let that contact know about the circumstances. They may already know if they’re monitoring your flights remotely. Follow any advice or instructions they provide.

Doing so is especially important for risk management. Your organization needs to know exactly where you are and any potential risks that might impact you and your trip.

Depending on the exact circumstances of your itinerary, your contact may be able to arrange a different mode of travel or reroute you. They could send you on to your destination via train or car. They may be able to get you out of an airport that’s reachable via a short drive or train trip.

• Deciding on the best course of action will depend on several factors, including how long the delay is expected to last, whether there are any other options available, and how the delay may impact the company and your trip’s overall purpose.

However, not every business Traveler has access to Trip Disruption Assistance. Even if you do have it, again, depending on the situation, your contact may instruct you to stay put.

So, what then?

2. If you can, be productive.

If you’re at the airport during working hours, now’s a good time to catch up on some of those tasks that you let fall to the wayside at the office. Empty out your inbox. Read that training document that HR sent over. Maybe reread your office travel policy if it’s been a while.

If you’re stranded at the airport and it’s not working hours, though, you can still use the time wisely. Rather than sit and stew over your circumstances, use the time to get another book closer to your yearly reading goal. Get in some steps around the airport. Go to your favorite airport lounge and relax in the solitude.

Whatever you do, make sure to save any receipts that may be relevant to your company’s travel reimbursement policy.

3. Make nice with the gate agents (and other airline employees).

No Traveler wants to develop a reputation as “that guy.” You know the ones. The second that something doesn’t go to their liking, they rant and rave at the poor employee who usually has no power over the situation.

Instead, put on a smile, get to know your gate agents and ask them for any advice. The more polite and understanding you are, the more likely you are to get any assistance or information you might need.

If the line to talk with the gate agents is quite lengthy, consider also calling your airline’s or travel management company’s help desk. (Better yet, call while you’re waiting in line at the physical desk.) If you have VIP status with the airline, you may be able to call a special line affiliated with your status for faster, higher-quality help.

Unfortunately, if you were hoping to get some sort of financial compensation for the delay, there’s bad news. If your delay was weather-related, then you’re unlikely to get compensation.

4. Grab a hotel room.

This is another time when your Travel Arranger or TMC might be able to help. If you let them know of a lengthy travel delay as soon as possible, you may be able to avoid being stranded at the airport altogether. With the right notice and a long enough delay, your Travel Arranger may be able to send you to a nearby hotel to wait things out overnight. 

Not only will this allow you to get out of the airport and to somewhere quieter. But you’ll also be more likely to get some shuteye before your plane finally departs or an alternate flight is arranged. Getting a hotel room is particularly a wise option if it’s confirmed there are no available flights until the next day, and no other modes of travel are available or optimal.

Should You Prep to Be Stranded at the Airport Ahead of Time?

In some cases, a flight delay or being stranded at the airport is more likely. For example, if you’re traveling in the winter and you’re flying through a destination that receives frequent and possibly unpredictable snowstorms. You can anticipate a potential stranding.

If this is your reality, prepare as much as possible to be stranded at the airport before you even arrive at the airport.

You can do this by packing accordingly. Only bring a carry-on bag instead of a checked suitcase. Pack items that will make being stranded (as well as your overall flight once you actually get on it) more comfortable. Think comfortable clothing, a neck pillow, an item or two to keep you entertained, noise-canceling headphones and toiletries to keep you feeling fresh during a long airport wait. It’s wise to bring a few extra snacks as well, so you don’t end up spending a fortune on airport convenience store snacks.

Always ensure you pack a charger or a portable battery. Your devices should always be fully charged so you never miss an important notification from your airline or TMC (and make sure you download any relevant TMC, airport or airline apps, too!).

Additionally, before you head out on your trip, be sure to read over your company’s travel policy. Particularly the policies related to flight delays. In the event of a flight delay or cancellation, you need to know exactly what to do to remain policy-compliant and get the help you need. If you’ve not complied with company travel policy, remedying your situation may become more complicated. But you should still reach out to the correct contacts (your Travel Manager, TMC, etc.) for help.

The Best Way to Get Through Being Stranded at the Airport? Having a TMC on Your Side

A qualified and experienced Travel Management Company can make the routine headaches of business travel all the easier to weather. Let JTB Business Travel turn your business trips from stressful to seamless.

Check out our full suite of products and get in touch today to learn more.